Executive Assistant

Comfort Systems USA, Inc.; Chesapeake, Northern (VA, KY); Hybrid; USD 60,000 - 80,000; Full time

Benefits offered by this job

Competitive salary range of $60k-$80k

Career development and progression

401(k) plan with company match

PTO and paid holidays

Excellent medical, dental, life,Vision

Disability benefits

Employee Assistance Program

Employee referral incentives

Job summary

ColonialWebb is seeking an experiencedAdministrative Assistant in Chesapeake, VA to support executive calendars, meetings and project-related tasks in a fast-paced environment.

You will manage the President/Industrial Group and Hampton Roads calendars, assist two BU Leaders, process expenses, and handle payroll hours entry and cost codes. Strong communication and confidentiality are essential in this role.

Qualifications

• High school diploma or equivalent; undergraduate degree preferred.
• At least five years of professional administrative experience.
• Excellent written and verbal communication skills.
• Proficient with Microsoft Office Suite and Adobe Acrobat.
• Strong proofreading, editing and writing skills.
• Ability to handle a dynamic fast-paced workload with independence.
• Exceptional interpersonal skills for internal and external relationships.

Responsibilities

• Maintain and coordinate the calendar for the President, Industrial Group and Hampton Roads, both professional and personal as needed.
• Assist two Business Unit Leaders in meetings, appointments and calendar management as requested.
• Submit expense reports for the President, Industrial Group and other Hampton Roads leadership as needed.
• Utilize company operating systems for keying payroll hours, job numbers and cost codes for the projects team.
• Assist the Contracts Manager with license renewals and new licensure requirements.
• Maintain an organized filing system of both hard copy and electronic on the company document management system.
• Uphold a strict level of confidentiality.
• Work with Project Managers in facilitating permitting, inspections, closeout documents and various project-related functions.

Skills

Microsoft Office

Adobe Acrobat

Communication skills

Proofreading

Interpersonal skills

Time management

Education

High school diploma or equivalent

Undergraduate degree preferred

Tools

Penta

OnBase

Job description

Who we are:

At ColonialWebb, we are deeply committed to our people, our culture, and the continued growth of our business. As a full-service MEP (Mechanical, Electrical, and Plumbing) contractor, we pride ourselves on the quality and expertise of our teams, who work across a diverse range of specialties, including New Construction, Mechanical Service, Industrial Refrigeration, and Manufacturing. For over 50 years, we've been dedicated to delivering comprehensive solutions and unmatched service to our commercial customers, earning a reputation as a trusted contractor in the industry.

Perks of joining ColonialWebb:

• Competitive salary range of $60k-$80k
• Career development and progression
• 401(k) plan with company match
• PTO and paid holidays
• Excellent medical, dental, life, vision and disability benefits
• Employee Assistance Program
• Employee referral incentives

What you will do:

• Maintain and coordinate the calendar for the President, Industrial Group and Hampton Roads, both professional and personal as needed.
• Assist two Business Unit Leaders (projects and service) in meetings, appointments and calendar management as requested.
• Submit expense reports for the President, Industrial Group and other Hampton Roads leadership as needed.
• Utilize company operating systems for keying payroll hours, job numbers and cost codes for the projects team.
• Assisting the Contracts Manager with license renewals (as requested) as well as assisting in new licensure requirements.
• Maintain an organized filing system of both hard copy (if required) and electronic on the company document management system.
• Uphold a strict level of confidentiality.
• Work with Project Managers in facilitating permitting, inspections, closeout documents and various project-related functions as directed by the Hampton Roads project team.

You should have:

• Possess high school diploma or equivalent., undergraduate degree preferred
• Possess at least five years of professional experience, administrative experience preferred.
• Possess and demonstrate excellent written and verbal communication skills.
• Extremely proficient with Microsoft Office Suite and Adobe Acrobat with the ability to learn Company-specific and new or updated programs and software (i.e., Penta, OnBase, etc.).
• Possess strong proofreading, editing, and writing skills- in inclusive of proper grammar, usage, and spelling.
• Ability to handle a dynamic and fast paced workload with the ability to work independently with minimal supervision.
• Possess exceptional interpersonal skills that will aid in the ability to manage customer relationships (both internal and external), perceptions and expectations with a friendly and professional demeanor.

EOE M/W/Disability/Vets Veterans and those with previous military experience are encouraged to apply

Comfort Systems USA is composed of more than 45 operating companies in over 170 locations across the United States. We are a leading building and service provider for mechanical, electrical and plumbing building systems. We take great pride in knowing that the work we do can improve the lives of those around us. Our national footprint means that we have career opportunities across the USA, ranging from entry-level field and office positions to experienced professionals who support a wide range of projects.